Cancellation Policy

All services such as Airline seats / Hotel accommodation / Ground transportation etc. for your tour / travel are blocked after the booking is made. We are still liable to pay to all our suppliers / vendors the agreed charges including penalties, if these services are released / cancelled within the below mentioned time frame. If circumstances make you cancel the tour, the cancellation must be intimated to us in writing and cancellation charges payable are provided as below:-

Cancellation charges per person:
21 days before the departure of the tour – 25 % of the total tour cost.
20 – 15 days prior to the departure of the tour – 50 % of the total tour cost.
14 – 8 days prior to the departure of the tour – 70 % of the total tour cost.
7 days or less prior to the departure for the tour or a “No Show” – 100 % of the total tour cost.
For Cancellations/Amendments made whilst on tour – 100 % of the total tour cost.
In some cases the cancellation charges may vary or may change & the same would be intimated separately on a case to case basis.

Irrespective of above mentioned cancellation slabs, in case of cancellation of tour / travel services (due to whatsoever reason) by yourself (by client) after the booking is made with us – a minimum 10% service charge would be applicable on total cost of the tour package.
Irrespective of above mentioned cancellation slabs, in case of cancellation of tour / travel services (due to whatsoever reason) by us (by company) after the booking is made by us – Following two options are available:
Clients would be provided with a Credit Note for the booking amount paid and the same can be used anytime in the future by the client for themselves or any of their family members, friends, or anyone else as recommended by them.
In case the client wants the refund – then a minimum 10% service charge would be applicable on the total cost of the tour package and remaining amount (after deducting this 10% service charge) would be refunded.
In above both the situation – the cancellation charges, as applicable for cancellation of services related to flight tickets/ hotel bookings/ travel services/ Guide services would also be recovered from the client.
In case you cancel your trip after commencement the refund would be restricted to a limited amount that would depend on the amount that we would be able to recover from the hoteliers, airlines, transporter and other suppliers we patronize. For unused hotel accommodation, flight tickets, transportation, missed meals and any other services etc. we do not bear any responsibility to refund.
Cancellation amount is calculated as per total booking amount and not as per advance deposited.

Refund (If any) for amendment and /or cancellation will be paid directly to you for booking made with the company. It would take at least 30 working days to process the refund.
There is no refund payable for any unutilized or partially utilized services (e.g. Airline Tickets, Meals, Entrance Fee, Optional Tour, Hotel, Sightseeing etc.)
The refund for the foreign exchange component of the tour will be refunded in INR only and will be at the prevailing day rate of exchange of the company.
Third Party refund i.e. Airline, Cruise, Overseas Suppliers could take between 30 to 90 working days provided relevant supporting documents are provided to the Company.
Refunds will be made only in India in INR only as per RBI regulations.
There will be no refund for cancellation of reservation after commencement of travel.

Not Included in the Tour Cost:
The cost of gratuities, insurance sightseeing, excess baggage charges, laundry, drinks, tips, airport taxes, meals except where indicated and items of personal nature are not included in the tour cost.
Mandatory Identification Document:

It is Mandatory for all guests (Foreign Nationals, NRI’s and Indian Nationals) to provide Photo ID at the time of booking confirmation. Documents as per details given below are applicable for different categories :
For foreign nationals – a copy of Passport + Visa is mandatory.
For Non Resident Indians clients (NRI client) – copy of passport.
For Overseas Indian clients holding OCI / PIO card – copy of passport and copy of OCI/PIO card is mandatory.
For domestic clients – a copy of Driving License / Voter ID Card / passport is mandatory.

High Season / Trade Fairs / Festivals
Special conditions shall apply for booking high season/trade fairs/festivals which will be advised at the time of booking.

Scope of Activity
We are travel and holiday organizers only. We do not control or operate any airline, nor do we own or control any shipping company, coach or coach company, hotel, transporter or any other facility as mentioned in the manual. We take care in selecting all ingredients in a client’s holiday, But because we only select and inspect them and have no control in running them, we cannot be held responsible for any injury, death, loss or damage which is caused by the act or default of the management or employees of any hoteliers, airlines, shipping companies, coach owners/coach operators who are the company’s independent contractors arising outside our normal selection and in special process.
Hotel Check In and Check Out Timings

Normally the check in is 1400 hrs/ 1500 hrs at all hotels worldwide and the checkout time is 1200hrs. Early check in and late checkout is always subject to availability at the hotel and can never be guaranteed under any circumstances. Should the clients be arriving early in the morning and be requiring the room on his/her arrival, the room confirmation must be requested for the previous night.

Itinerary Accuracy / Change
All information given on the itinerary is based on the information available at the time of sharing the quote. We reserve the right to change any itinerary information before or after booking the tour due to any event beyond our control. In case we are aware of any changes sufficiently in advance, we will notify you at the time of booking, otherwise our local representative will inform you of the changes. Major road work may necessitate route changes in the itineraries, Indian restaurants may close or change management, all of these may cause us to make changes in the itineraries. When we know of these sufficiently in advance we will notify you, otherwise our local representative will inform you of the changes on the spot. Clients are responsible for the adherence to time at all stages of the tour. In the event that a client misses on any part of the sightseeing tour or any such tour due to delay on his part, he will not be entitled to claim refund of the same. The company shall not accept any liability or responsibility for any damages, loss, baggage loss, injury, accident, death, breakdown, or irregularity, which may occur in carrying out the tour arrangement, weather conditions, strikes, war, quarantine and any other cause whatsoever and all such loss or expense must be borne by the client. We reserve the right to claim any additional expenses incurred due to delay or change in schedules of train, aero plane, bus, ship or other services. We further reserve the right to amend, alter, vary or withdraw any; excursions advertised or substitute a hotel of similar category if deemed necessary. You consent for the amendment/alteration in the itinerary. These terms shall be read together with the itinerary but these terms shall prevail over the itinerary and shall override the brochure/itinerary to the extent that it is contradictory or conflicting thereto.

All baggage and personal effects are at all times and under all circumstances your responsibility. We will not be responsible or liable in case of loss or theft or damage of such items from the hotel premises / Coach / Cruise / Airport / during travel or place of visit etc. Some hotels offer the facility of safe deposit lockers, which can be availed by you at your own cost and risk. The company will not be liable for any loss / theft from the same. Any damages caused to the hotel rooms / Coach / place of visit etc. during your stay / tour / visit, shall be borne and payable by you, and the company will not be liable for the same. Company is not liable if there is sudden disruption / disorder of telephone, internet services, and other amenities while staying at the hotel. The company will also be not responsible for the facilities provided or not provided in the room / bathroom / hotel premises etc. by the Hotel or its staff. Rude or Unprofessional behavior of hotel staff does not come under the direct purview of the company and the company will not be responsible for the same. Facilities like mini bars, pay television channels, telephone etc are not complementary and these facilities if used by the client have to be paid for by the client directly to the hotel and such charges are not included in the tour cost. The client will have to abide by the check in /check out time of the hotel. Any changes made directly by the hotel come under their direct purview and we will not be liable for any compensation due to this change.

The Company shall, in no circumstances whatsoever and howsoever caused, shall be liable to the client or any person traveling with him for Loss of Baggage by the Airline, failure to provide meal of the client’s choice by the Airline, Overbooking of seats by the Airline, failure on the part of Airline to accommodate client despite having confirmed tickets, Meals offered by the airline/ Quality of meal, Flight delay, if the client misses the flight, Changes of flight schedule / routing / airline mentioned at the time of booking, etc. In this condition the expression ‘howsoever caused’ includes negligence on the part of client or the service provider. If in the event that the client is booked on a particular Airline on a particular date and due to certain reasons beyond the control of the Company, the client is not allowed to board the flight, the client shall not hold the Company responsible for the same and no claim whatsoever can be made by the client against the Company. All the booking / cancellation / change of the airline ticket and the travel on such airline ticket will be subject to the terms and conditions of respective Airlines and the same may be provided to the client by the company upon request from client. Airlines are operating as per its own norms, rules and regulations and clients have to strictly adhere to the same.

Loss / Damage:
Company is not responsible for any loss or damage to personal belongings during the stay in the hotel or while traveling in the coach. Due to theft or loss of baggage, tour participants can lodge a complaint with the local authorities on his/her sole discretion, cost, risk and consequences.

Accommodation for child below 12 years of age:
It is expressed and given to understand that a child below 12 years of age who is booked on the tour paying the special rate without a bed will not be provided with a bed in the hotel while on the tour under any circumstances. In case the client makes any changes in their rooming while on the tour, the company shall not make any refunds or pay any compensation to them. In case the Client decides to make any change in the rooming while on the tour subject to availability, then they shall be bound to pay additional charge.

Cancellation due to visa rejection:
All the clients travelling on M/s Ludo Holidays Pvt ltd tour must be in possession of a valid visa. Client shall ensure that the Visa Application Form (s) is duly filled and verified by the Client, to its satisfaction, before it is submitted to the Embassy. / Consulate. However, kindly note that it is entirely at the discretion of the concerned Consulate / Authorities to grant / reject visa even after submitting all relevant documents and the company will not be held responsible for the same. The company is not at all liable for such cases or has any influence on the consulate/embassy’s decision The role of the company is only to provide necessary guidance to the client for the purpose of applying for a VISA. The company will not be responsible for non-issuance of visa due to receipt of incomplete / delayed documents from the Clients. It is a possibility that the consulate may ask the passengers to appear for a personal interview. This is at the sole discretion of the Consulate / Authorities. If the required documents are not submitted by the client, the issuance of visa will further be delayed / rejected, and the client will not hold M/s Ludo Holidays Pvt Ltd liable for the same. Clients should adhere to all the norms and conditions laid by the consulate / embassy. Upon rejection of visa, if the client wishes to reapply for the visa, he / she is liable to pay again the requisite fee to the consulate and he / she will not claim the same from M/s Ludo Holidays Pvt Ltd.

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